Registration Management Best Practices When Using GL Codes

The "Fee Sections" feature is a helpful tool to use when setting up your GL codes to track the financials of individual line items. Fee Sections allow you to group line items and assign them to specific GL codes. By running the “Transactions by Date” report with the Transaction Type set to “All Credits and Payments,” and selecting the “Section Information by Line” checkbox, you can see a row for each line item linked to a Fee Section. 

• Column D will show the total transaction amount. 
• Column L will show the amount for each specific line item. 

However, this report does not create journal entries for the movement of funds within the system from one line item to another. To help ensure more accurate tracking of these line items, please follow these best practices. 

Always Cancel and Refund Line Items or Entire Registrations

Changing from one line item to another does not create a journal entry in reports that allows you to track when the original line item was canceled and money was disassociated with it, and when that money was reallocated to a new line item. The new line item will not be referenced in the report. Instead, follow these steps: 

• Cancel and Refund the Entire Registration

If a registrant is registered for the wrong registration fee, you should cancel and refund the entire registration. Then, re-register the individual to create separate transactions for the movement of funds between line items (and potentially GL codes. 

This approach is helpful in scenarios where you either need to apply a discount to a record or change a line item from one to another. 

• Cancel and Refund an Option Only

When cancelling an Option item, always complete the refund at the same time as the cancellation. If you cancel the item first and apply the refund after the item has been canceled, you will not be able to select to apply the refund to the line item. This will result in the item not showing up on the “Transactions by Date” report when the “Section Information by Line” checkbox is selected.

Discounts Cannot Be Applied to Existing Line Items

Discounts should not be applied to an already-paid-for line item through a refund or partial refund. To apply discounts to an already-paid-for line item as a: 

• Full Refund – Cancel the line item, issue a refund in full and then repurchase the item and apply the discount to bring the item price to $0. 
• Partial – Cancel the line item, issue a refund in full, and then repurchase the item, apply the discount and apply the payment using the Pay button. Be sure to select only the line items for which you are applying payment. 

Avoid Partial Payments of Line Items Whenever Possible 

Partial payments of line items can cause issues with reporting. The “Transactions by Date” report, with “Section Information by Line” selected, does not accurately display partial payments or partial refunds for individual line items.

Avoid Using the “Purchase Additional Registration” Feature

To avoid reporting issues, do not use the “Purchase Additional Registration” feature within the Transaction History. 

Apply Payments When “Add Option” is Selected

When selecting “Add Option”, it is best to apply your payment at the same time. If this is not possible, be sure to select only the items you want to apply your payment towards when using the “Pay” pop up. 

Select “Refund Processing Fee” to Report Cancellation Penalties

Cancellation penalties will only show up if Transaction Type of “Refund Processing Fee” is selected. The refund processing fees are not included in the “All Credits and Payments” version of the “Transactions by Date” report.